High-Level Overview of the Process

There are five stages to complete the entire recording and reporting (R&R) and data upload process. These stages are as follows:

Download R&R Tool and Learner Data file
Generate/Load R&R Tool
Importing assessments marks
Exporting data file from R&R Tool
Upload data file via CEMIS

The high-level process is illustrated in the figure below. Each stage is explained in more detail in the subsequent sections.

Stage 1: Download R&R Tool and Learner Data File

This section describes how to download the R&R Tool and the associate learner data file for the particular grade from CEMIS.

Log on to CEMIS

Select the School Type

Select the School and click on the “Submit” button

Scroll down and click on the “Proceed” button

Select the “Recording Sheets” option from the “Reports” menu bar option, then select the “Gr1-9 Download” option from the “Recording Sheets” option

Select the applicable grade from the “Select a Grade” dropdown menu

A page will be shown displaying the learner data. Scroll to the bottom of the page and click on the “Click here to proceed to the download page” hyperlink

Detailed instructions are provided on the Download Page. The summarised steps follows:
- Print the instructions if required
- Create a folder to store the Excel Spreadsheet (R&R Tool)
- Download the Excel Spreadsheet (R&R Tool)
- Download the learner data file

Ensure that the R&R Tool downloaded and data file downloaded are saved in the same folder created in the steps above.

Log out of CEMIS

Stage 2: Activate R&R Tool and Load Learner Data

This section describes how to activate the R&R Tool and load the learner data file obtained from CEMIS into the R&R Tool.
- Double-click on the Excel file to open the R&R Tool (named “GRD_3.xls” or similar).
- The R&R Tool will open and display the following screen
- Click on the “Start Loading data from CEMIS” button to load the learner data file. Note that this may take while.

The following message will be displayed on successful completion of the learner file load.
Click on the “OK” button

Inspect the subject sheets. Learner details will be displayed for each subject. Note that there will not be any marks at this stage.

Stage 3: Import Assessment Data

This section describes how to import data from an R&R Tool (Excel Spreadsheet) that contains previously captured data.

[Describe multiple imports – different class files to be combined in a grade file]

[Include addendum for importing errors – “go to” section]

Prerequisite:

Ensure that the R&R Tool containing the data is in the same folder as the newly activated R&R Tool

Open the newly activated R&R Tool and navigate to the “Personal Info” worksheet
On the “Personal Info” worksheet, click on the “Import marks” button

Navigate to where the R&R Tool that contains the data have been saved is (here called the “GRD_3_PREVIOUSLY CAPTURED DATA”).
Select the file and click on the “Open”

Do not describe errors in the narrative. Rather in the appendix section]

If there are discrepancies between the weighting of the selected file and the R&R Tool to which the data is being imported to, a warning screen will pop up. Select the applicable action.

If there are further discrepancies between weighting found the following warning screen will pop up. Select the appropriate action.

NOTE: The program also checks for other discrepancies. In all instances a warning message will pop up. Choose the appropriate action (as per above examples).
Once all the marks have been imported the program will display an “All marks imported” message box.
Click on the “OK” button

The newly activated R&R Tool will import the data from the selected file.
A message box will be displayed to inform the user that the marks have been imported.
Click on the “OK” button to close the message box

Inspect the subject sheets. The data should now show in the R&R Tool into which the data have been imported.

The R&R Tool may now be saved. (Note that it is good practice to save regularly throughout the process.)

Stage 4: Export Data

This section explains how to export the data from the R&R Tool.

Go to the “Personal Info” worksheet and click on the “Export” button

Once the file has been exported a “Data Exported” message box will be displayed.
Click on the “OK” button to close the message box.

Note that the exported file will be saved in the “Export” subfolder created automatically by the R&R Tool. See below.

WARNING: Do not change the filename before uploading. The exported filename is the exact format that is required for upload to CEMIS.
Click on the export folder to inspect that file have been saved

Stage 5: Upload Data

Log on to CEMIS as per normal process
Select the “Recording Sheets” option from the “Reports” menu bar option, then select the “Learner Performance Upload” option from the “Recording Sheets” option
Take out the Gr10-12 part of the CEMIS screenshots x2

The grade selection screen will be displayed. Choose a grade from the “Select a Grade” dropdown menu. (Note that only Grade 3, 6 and 9 will be active currently.)

Click on “Browse…” button to upload the exported text file.
Check if this is the correct screenshot

Navigate to where the file to be uploaded is stored (in “Export” sub-folder).
Select the file you want to upload and click on the “Open” button to upload the file.

Click on the “Submit” button to complete the upload process

The system will display a “File uploaded successfully” message
Click on the “OK” button to close the message box.
Message box may change. Check again before final version of doc.

The system will display a “File loaded into Staging Area”.
[WARNING: If the user changed the filename to an incorrect format an “Invalid filename convention”error message will be displayed. Ensure that the filename is correct and upload the file again.]
Click on the “OK” button to close the message box.

This ends the file upload process